Payroll Overview

The Payroll module ensures accurate and timely salary processing. While Admins manage the processing, Employees use this section to view their earnings, deductions, and tax information.

Salary Structure Basics

Your salary is composed of various components, commonly defined as:

• Earnings: Basic Salary, House Rent Allowance (HRA), Special Allowance, Bonus.
• Deductions: Provident Fund (PF), Professional Tax (PT), Income Tax (TDS).
• Net Pay: Earnings minus Deductions.

You can view your specific structure in My Info > Salary.

Payroll Cycle Setup (Admin Overview)

Payroll is typically processed monthly. The cycle involves:

1. Defining the Pay Period: E.g., 1st to 30th/31st of the month.
2. Locking Attendance: Freezing attendance data to calculate Loss of Pay (LOP) days.
3. Inputting Variables: Adding one-time bonuses or deductions.

Payroll Processing Steps (Admin Only)

1. Navigate to Payroll > Run Payroll.
2. Select the Month and Year.
3. Step 1 - Attendance Sync: Fetch LOP days from the Attendance module.
4. Step 2 - Calculate: The system computes gross and net pay for all active employees.
5. Step 3 - Verify: Review the “Payroll Register” for errors or anomalies.
6. Step 4 - Finalize: Click Lock & Process to finalize the numbers.

Payslip Generation and Access

Once payroll is finalized, payslips are generated.

For Employees:

1. Go to Payroll > Payslips.
2. Select the Month.
3. Click View or Download PDF.
4. Payslips verify your income and tax deductions.

(Refer to the screenshot below - Placeholder for Sample Payslip)

Expense Claim Submission

Employees can claim reimbursements for business-related expenses (e.g., travel, food).

1. Go to Expenses > File a Claim.
2. Expense Type: Select category (e.g., Travel).
3. Amount: Enter the value.
4. Date: Date of expense.
5. Attachment: Upload the receipt/bill (Mandatory for compliance).
6. Click Submit.

Expense Approval Workflow

1. Submitted claims go to the Manager or Finance Team based on configuration.
2. The approver verifies the receipt and validity of the claim.
3. Approved claims are either paid out separately or added to the next month’s salary.
4. Rejected claims are returned with comments.

Expense Tracking and Reports

• My Claims: Employees can track the status of their submissions.
• Expense Reports: Admins track total payouts by category, department, or employee to monitor budget usage.